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DAT File Correction and Validation Guide

DAT File Error Correction Guide
DAT File Correction and Validation Guide

Correction Workflow

Step 1: Identify the Failed Record
Locate the record referenced in the validation report by line number, SSN, case number, or name

Step 2: Confirm the Record Type
Verify that the record begins with the correct identifier:

  • H for header
  • D for detail

Step 3: Validate Required Fields
Check required fields for blanks, placeholders, incorrect formats, and invalid values.

Step 4: Check Field Positioning
Confirm that each field occupies the correct fixed-width position and that corrections have not shifted later fields.

Step 5: Correct Field Formatting
Apply the required format for:

  • SSN
  • Names
  • Case numbers
  • Court codes
  • Dates
  • Amounts
  • Addresses

Step 6: Remove Invalid Characters
Replace or remove disallowed symbols, punctuation, characters, and unsupported formatting.

Step 7: Verify Header and Detail Consistency
Recalculate and compare:

  • Header/Detail Identifier
  • Tax Year
  • Number of Garnishment or Orders
  • Total Judgement Amount
  • Detailed records in Alphabetical Order

Step 8: Re-validate the Full File
Run validation again after corrections to confirm that all records pass formatting, matching, and data quality checks.

Quick Reference: Correct Formats

Header Record

Field Name

Correct Format Example

Record Identifier

H

Submitting Agency Federal ID Number

111223333

Submitting Agency Name

ACME FINANCIAL SERVICES

Tax Year

2026

Number of Garnishments or Orders

0005

Total Judgment Amount

0000012500

Current File Creation Date

20260911

Filler

[434 spaces]

Detail Record

Field Name

Correct Format Example

Record Identifier

D

Principal Defendant SSN-1

123456789

Principal Defendant SSN-2

987654321

Name of Defendant(s)

SMITH ROBERT J & JANE G

Principal Defendant Address – Line 1

123 OAK STREET

Principal Defendant Address – Line 2

APT 4B

Principal Defendant City

LANSING

Principal Defendant State

MI

Principal Defendant Zip Code

488420000

Plaintiff Name

JONES ADAM T

Plaintiff Address – Line 1

500 MAIN STREET

Plaintiff Address – Line 2

SUITE 200

Plaintiff City

DETROIT

Plaintiff State

MI

Plaintiff Zip Code

488425004

Plaintiff ID Number

112233445

Plaintiff Attorney Name

JOHNSON THOMAS M

Plaintiff Attorney Address – Line 1

700 LEGAL AVENUE

Plaintiff Attorney Address – Line 2

FLOOR 3

Plaintiff Attorney City

GRAND RAPIDS

Plaintiff Attorney State

MI

Plaintiff Attorney Zip Code

488420000

Plaintiff Attorney Phone Number

1119991234

Plaintiff Attorney Bar Number

P12345

Plaintiff Attorney ID Number

987654321

Case Number

24ABC1234567890

Court Type

D

Court Code

41A1

Court Zip Code

488420000

Payee Designator

1

Debt Amount

0000358362

Judgment Date

20240131

Reserved for Submitter's Use

[35 spaces]

Common Incorrect Values

Incorrect Value

Error Type

Corrected Format

h202608110001

Header identifier error

H202608110001

d202608110001

Detail identifier error

D202608110001

123-45-6789

SSN punctuation error

123456789

000000000

Invalid SSN

Valid assigned SSN

08/11/2026

Date format error

20260811

$1,234.56

Amount format error

00000123456

2026-CV-001234

Case number punctuation error

2026CV001234

ILLINOIS

State format error

IL

62704-1234

ZIP+4 numeric-only error

627041234

ACME! CO.

Invalid character error

ACME CO

O'NEIL

Invalid punctuation error

ONEIL

DECEASED

Placeholder value error

Valid source value required

Correct Header and Detail Set: Sample 

Record

Name

Address Line 1

Address Line 2

City

State/ZIP

Plaintiff

H123445555

LOONEY TUNES COURT

D999990001

BUNNY BUGS

1080 E SWAIN ST

WHITE CLOUD

MI 49431

PEOPLE OF THE TOONS

D999990003

DOO SCOOBY

11039 E VALLEY RD

MOUNT PLEASANT

MI 48858

PEOPLE OF THE TOONS

D999990047

DUCK DAFFY

4469 CRICKET RIDGE DR

APT 101

HOLT

MI 48842

PEOPLE OF THE TOONS

D999990037

LOG GOOFY

8436 SARBER RD

HOWARD CITY

MI 49329

PEOPLE OF THE TOONS

D999990076

MOUSE MICKEY

25564 SHIAWASSEE RD

APT 643

SOUTHFIELD

MI 48033

PEOPLE OF THE TOONS

D999990093

MOUSE JERRY

3301 RADAR RD

BLDG 12

SAULT SAINTE MARIE

MI 49783

PEOPLE OF THE TOONS

D111110051

SIMPSON BART

630 AVONDALE

OWOSSO

MI 48906

PEOPLE OF THE TOONS

Why This Sample Is Correct

  • Header begins with H.
  • Each detailed record begins with D.
  • Alphabetized by last name
  • Correct alignment per EDP File layout character counts.
  • SSNs contain 9 digits.
  • Dates use CCYYMMDD.
  • Amounts are numeric and zero-filled.
  • Names contain approved characters.

Header and Detail Common Errors

Error

Correction

Header begins with lowercase and leading space

Begin with uppercase H, at position 1

Header record count does not match detail count

Recalculate total number of Garnishments or Orders

Header total does not match detail sum

Recalculate Total Debt Amount

Detail Record Identifier

Begin with uppercase D, at position 1

SSN contains hyphens

Use 9 digits only

Name contains apostrophe

Remove prohibited punctuation

Case number contains hyphens

Remove prohibited punctuation

Court code mismatch

Review 2026 Court Code list

Date contains slashes

Use CCYYMMDD

Amount contains dollar sign, comma, and decimal

Use only numeric format

Address contains period and number sign

Remove symbols; Use approved address text

State uses full name

Use 2-character abbreviation

SSN contains letters

Use valid 9-digit SSN; No hyphens

Suffix placed in last name field

Move suffix to end

Title included in first name field

Remove title

Case number contains spaces

Remove spaces

Court description used instead of code

Use approved court code per 2026 Court Code list

Invalid date month

Use valid YYYYMMDD format

City contains period

Remove prohibited punctuation

ZIP Code too short

The last 4 digits of 9-digit zip code must be zero or blank fill

Final Validation Checklist

Completed (Y/N)

Validation Area

Pass Criteria

Record identifiers

All records begin with valid H or D identifiers

Header placement

Header appears in the required position on the first line

Defendant/Plaintiff/Attorney

Required party names use approved format characters

Case Number

No hyphens or spaces within value

Court details

Match approved court code/zip code per 2026 Court Code list

Judgment dates

Dates are valid and use required format

ID numbers

SSN/FEIN are present, unique and correctly formatted

Header/detail matching

Tax Year, Number of Garnishment or Orders, Total Judgement Amounts

Invalid characters

Prohibited symbols and hidden characters are removed

Addresses

Street, city, state, ZIP, and related fields meet required standards

Field lengths

All fields match exact fixed-width positions

Duplicate records

Duplicate case, party, judgment, or records are resolved

Total Judgement Amount

Header total equals sum of applicable detail amounts

Appendix: 500-Character Detail Record Diagram

A Detail Record Field Boundary Map

Positions

Section

Purpose

1

Record ID

Detail Record ID

2–140

Defendant

Defendant identification/address

141–270

Plaintiff

Plaintiff information

271–416

Attorney

Attorney information

417–446

Court

Court information

447–465

Financial

Payee, debt, judgment date

466–500

Reserved

Comments/blank fill

Annotated 500-Character Record Diagram

The following ruler illustrates the major field boundaries within a Detail Record: Positions 1–500:

  1. Position 1 — Record Identifier: Value: D
  2. Positions 2–140 — Defendant Details: Name/SSN/Address
  3. Positions 141–270 — Plaintiff Details: Name/SSN/Address
  4. Positions 271–416 — Attorney Details: Name/FEIN/Address
  5. Positions 417–446 — Court Information: Case Number/Court Code/Court Zip
  6. Positions 447–465 — Financial Details: Payee, Debt Total, Judgment date
  7. Positions 466–500 — Reserved: Comment/Blank fill